How to Build a Management Dashboard with

SharePoint

Dux Raymond Sy, PMP

Presentation Objectives   After completing this presentation, you will learn how

SharePoint can be leveraged to build a management dashboard by:

  Displaying relevant reports with custom views

  Developing visually relevant key performance indicators (KPI) using out of the box tools and/or third party products

  Automate status reporting with SharePoint alerts

Dux Raymond Sy, PMP

  Managing Partner, Innovative-E, Inc.

  Author, “SharePoint for Project Management” by O’Reilly Media

  Contract Author & Instructor, Learning Tree International

  For more information, connect with Dux

  E-Mail: dux.sy@innovative-e.com

  LinkedIn: meetdux.com/li

  Blog: meetdux.com

  Twitter: twitter.com/meetdux

Agenda

  What is a Management Dashboard?

  Identify Metrics

  Create SharePoint Lists

  Displaying Visual Indicators with Web Parts

  Automated Notification with Alerts

  Questions and Answers

Management Dashboard

  A management reporting tool that is used to

  Provide interactive summary of a management report

  Consolidates, aggregates, and arranges measurements in a visual representation

  Displayed on a single screen so information can be monitored at a glance

Why SharePoint?

  Built-in capabilities to easily create dashboards

Examples: Recovery.gov + VDOT

4 Steps to Create a Dashboard in SharePoint

1.  Identify Metrics

2.  Create SharePoint Lists

3.  Deploy Visual Indicators with Web Parts

4.  Automate Notification with Alerts

Agenda

  What is a Management Dashboard?

  Identify Metrics

  Create SharePoint Lists

  Displaying Visual Indicators with Web Parts

  Automated Notification with Alerts

  Questions and Answers

#1: Identify what you want to measure

  What critical elements of your organization do you measure?

  Schedule

  Budget

  Risks

  Performance

  _______________________

The only man who behaved sensibly was my tailor; he took my measurement anew every time he saw me, while all the rest went on with their old measurements and expected them to fit me.

—George Bernard Shaw, Essayist and Nobel laureate

Example: Project Management

  Good estimation culture

  Duration

  Effort

  Resource

  Project Tracking

  Comparing planned vs actual

  Metrics (% vs actual time/cost/duration)

  Project Reporting

  Establish Key Performance Indicators (KPI)

  Metrics (what constitutes on schedule vs late?)

Agenda

  What is a Management Dashboard?

  Identify Metrics

  Create SharePoint Lists

  Displaying Visual Indicators with Web Parts

  Automated Notification with Alerts

  Questions and Answers

#2: Create SharePoint List

  Create and define relevant lists

  Milestones

  Budget

  Project Schedule

  Define custom views if relevant

  Used to match user or group interest

  For example, we are interested in viewing project documents that were modified by the sponsor during project initiation

Example: Project Milestone List

Demonstration

Creating a Project Milestone List

Agenda

  What is a Management Dashboard?

  Identify Metrics

  Create SharePoint Lists

  Displaying Visual Indicators with Web Parts

  Automated Notification with Alerts

  Questions and Answers

#3: Create Dashboard with Web Parts

  Web Parts are customizable software component

  Created in a Microsoft development environment

  Benefits

  Reduces complexity of integrating new site functionalities for non-programmers

  Common Web Parts are available from Microsoft and third-party providers

  Web Parts available for visual indicators

  MOSS KPI Web Parts

  Third-Party Web Parts

MOSS KPI Web Parts

  Available out of the box with the Record Center site template

  To leverage KPI Web Parts

  Relevant list should be available

  Create a KPI List

  Display the KPI Web Part

Example: Defining the Milestones KPI List

Example: Viewing the Milestones KPI List

Example: Displaying the Milestones KPI WP

Demonstration

Defining Visual Indicators with MOSS KPI web parts

What if we are using WSS?

  WSS does not have KPI web parts available out of the box

  Options   Purchase Third Party web parts

  Code JavaScript or JQuery with Content Editor Web Part

  Details can be found at EndUserSharePoint.com

  Utilize SharePoint Designer

  Utilize Visual Studio .NET

Example: Bamboo Chart Plus Web Part

Additional Third-Party Dashboard Tools

  Third-party web parts are available to create dashboards

  Bamboo Solutions

  Dundas

Agenda

  What is a Management Dashboard?

  Identify Metrics

  Create SharePoint Lists

  Reporting with Custom Views

  Displaying Visual Indicators with Web Parts

  Automated Notification with Alerts

  Questions and Answers

Automated Reminders

  SharePoint alerts

  Receive e-mail notifications when list items change

  How can this feature be valuable?

Example: Setting Alerts

Agenda

  What is a Management Dashboard?

  Identify Metrics

  Create SharePoint Lists

  Reporting with Custom Views

  Displaying Visual Indicators with Web Parts

  Automated Notification with Alerts

  Questions and Answers

Questions?

E-Mail: dux.sy@innovative-e.com

LinkedIn: meetdux.com/li

Blog: meetdux.com

Twitter: meetdux

How did you like the presentation? http://sp.meetdux.com/post_feedback.aspx

Thank You!